Mega event – defined at a minimum 10,000 expected attendance (expected attendance as estimated by the Dallas Police Department)
Large event – defined between 2,000-10,000 expected attendance (expected attendance as estimated by the Dallas Police Department)
Small event -under 2,000 expected attendance (expected attendance as estimated by the Dallas Police Department)
1. The event organizer must complete and submit a Special Event Permit Application at least 45 days prior to the event date.
2. The event organizer must submit an event plan, site plan and course maps with application to the Office of Special Events. This plan will be distributed by the Office of Special Events to the appropriate city departments for review.
3. All route plans and approvals will be distributed by and coordinated through the Office of Special Events. The event organizer must secure approval of the proposed race/walk route from the Dallas Fire Rescue Department, Dallas Police Department and the Department of Transportation. The proposed course design must include the start/finish lines, water aid station locations, and entertainment, must be submitted at least one month prior to submitting special event permit application and before submission to The US Track & Field certification. Water aid station locations must not interfere with business or residential ingress/egress. All route approvals will be coordinated through the Office of Special Events.
4. The event plan must contain a Crowd Management/Emergency Contingency review provided and approved by the Police Department and the Office of Special Events at least 30 days prior to event date. For large and mega events, RACES (Radio Amateur Civil Emergency Services) be on site to monitor weather conditions and/or critical information.
5. The Event Organizer is responsible for hiring off-duty officers as prescribed in the Special Events Ordinance, Chapter 42A, of the Dallas City Code.
6. An experienced Race/Event Director (managed an prior race of equal/or greater size) for managing the event must be hired or experienced/qualified volunteer staff designated.
7. The event organizer must ensure an adequate number of volunteers/assistants along the route who are easily identifiable. The event organizer must meet/communicate with volunteers prior to the event to discuss all requirements, restrictions and procedures.
8. A course volunteer distribution/placement plan must be submitted with the special event permit application.
10. For all large and mega events, planner should provide (through established media vehicles) an awareness program to include broadcast of event schedule, race/walk route, first aid locations, public transport locations, restroom facilities, handicap areas no less than 72 hours prior to the event.
11. All trash and supplies must be removed from the course on the event date; the timeline will be determined by the Office of Special Events. Special consideration may be considered on a case-by-case basis. These requests must be submitted with the special event permit application.
12. Portable restrooms and trash containers to meet the anticipated attendance at the event must be provided by event organizer and approved through the permit process.
13. All owners and drivers of event-related vehicles, and all other event participants must sign ‘hold harmless’ agreements/waivers protecting the City of Dallas and/or the event organization. All agreements/waivers must be submitted with the special event permit application.
14. Metal interlocking barricades, when required by permit along the event route, should be positioned at street level and not on public sidewalks.
15. The Dallas Police Department, Dallas Fire Rescue Department, Department of Transportation Operations and the Special Events Manager may exercise the authority to ‘veto’ any aspect of the event that they feel poses an unreasonable risk of injury or danger to the public. While exercise of this veto should be prudent, and certainly permit event producers to revise any objectionable part of a plan, public safety must ultimately be the responsibility of the police department and fire rescue department, and related public agencies.
16. The Dallas Police Department, as part of its planning for large events, will review a crowd disbursement plan in addition to routine security anticipation.
17. The following official City Policy must appear in a clear and evident location within event brochures, course maps, etc. as well as announced in a appropriate time/sequence immediately before the start of the event: “PLEASE NOTE: Non-contending/slower* participants may be asked to stop along the course to allow traffic or medical/fire/police emergency vehicles to pass. Thank you in advance for your cooperation, City of Dallas Special Events Office.”
18. The Event Organizer must provide proper signage and barricades when closing streets or public sidewalks.
19. The Event Organizer must coordinate reserving any affected parking meters as outlined in the Special Event Permit.
20. If a street was affected by an event within the last 10 days or will be affected by an established event or a previously permitted special event in the following 10 days, the street closure will not be approved.
CES-PRO 303 Rev.2, Effective 06/26/13